The COVID-19 pandemic transformed how we partake in legal proceedings. Today’s modern attorneys must establish new ways to conduct discovery meetings in order to meet case deadlines. In addition, they have to efficiently address all of these pressing issues while complying with stay-at-home or social distancing orders. Thankfully, if you are in the legal profession, you can rely on virtual court reporting Fort Lauderdale to get things done.
Working with the right teams proves helpful in finishing backlogs due to suspensions because of lockdown rules. With the current crisis, our court reporting Fort Lauderdale firm had met and continues to meet many of our clients’ demands for remote depositions. This also includes other legal proceedings like getting a witness statement, mediation, or arbitration.
Our team has actually been providing this service for many years. But our virtual arm has peaked at these trying times. Nevertheless, remote video proceedings serve as a tool for getting the much-needed work done. In our years of hosting remote depositions, we have supported thousands of happy clients. We have also gathered valuable tips in ensuring a fruitful remote deposition experience no matter where you are. Here’s everything you need to know for a successful virtual deposition:
Ascertain the Participant Location Ahead
Typically, a deposition includes a court reporting Fort Lauderdale representative, the deponent, an opposing counsel, the deposing counsel, and an interpreter. Since you will be doing a virtual deposition, you will need a videographer to manage the camera for filming. For best results, you must agree on the following details ahead of time:
- Where shall each participant be situated during the deposition?
- Will all the participants appear remotely?
- Shall some participants be socially distant in the same room?
Establish all these details before setting up the venue. Ensure that it is in a quiet and well-lit room. To prevent the onset of misunderstanding, make sure you send a deposition notice that clearly states that everything is conducted remotely via video. This notice must also state where the deponent will be, including how other participants will partake in the proceedings.
As an example, you can try these simple but effective wordings: “It is the preference of the witness and his counsel to appear in person at the counsel’s physical office in this address. The court reporting Fort Lauderdale team, interpreter, and defense counsel will participate via teleconference.”
Figure Out the Legal Considerations
Noteworthy, it is crucial to state that the court reporting Fort Lauderdale staff is not with the deponent. In this case, all parties must think of legal considerations because, traditionally, the various states’ rules of civil procedures require a court reporter assigned to the deposition must personally administer the oath of the witness.
However, the current crisis makes it difficult to do. Hence, several states gave emergency privileges to facilitate a more seamless process. The only requisite is everyone must agree that the oath can be taken remotely with a court reporting Fort Lauderdale team member included in the video call.
Note: Keep in mind that some states have waived this stringent requirement. Check here to read updates on recent changes made by various states.
Figure Out How to Present Crucial Documents and Exhibits
Most likely, you will be seeking documents from the deponent. You must request these ahead, preferably several days before the remote deposition. Doing so gives you a chance to review. Then, after checking and if you deem them appropriate, you can use these documents during the actual proceedings.
Similarly, if you have exhibits to present, you must decide how to do it ahead of time. Here’s how you can get that done:
- Pre-mark all the exhibits and send them out in advance before the proceedings via email to all parties, including your court reporting Fort Lauderdale ally.
- Alternatively, you can share them live during the deposition and flash them all on screen.
- To facilitate this process, pre-mark everything ahead and save them into one folder on your desktop.
- Then, present them seamlessly as needed because having all the exhibits organized in one file will give you control to readily showcase them one at a time.
Prepare Ahead to Avoid Technical Glitches
Remember, failing to plan is planning to fail. Thus, it is vital to prepare for your deposition. Work closely with your chosen court reporting Fort Lauderdale team to facilitate the process.
- Access to Computers
When you schedule a deposition, you must ensure that the deponent has access to a device. It can be a desktop, laptop, or tablet with a video camera. Moreover, it should have the minimum tech requirements to run your chosen video conferencing platform.
If the deponent does not have access, ask the court reporting Fort Lauderdale firm to provide a gadget with a mobile wifi hotspot. In today’s changing climate, more court reporting teams provide this add-on service. If the one you’re working with does not offer it, it is time to look for a new one that’s more accommodating.
- Test the Internet Bandwidth
Before the proceedings, test the internet speed to ensure you have appropriate bandwidth coverage to handle the remote deposition. You can do a free and quick Speed Test online to confirm. The minimum requirement is at least 5 megabytes per second (for both upload and download). But of course, more is always better.
- Conduct Practice Runs
You must conduct a test call a few days before your deposition. The court reporting Fort Lauderdale support team must assemble the deponent and everyone participating on the video platform to avoid any tech issues. This includes practicing the following:
- Confirming easy upload of exhibits
- Testing the microphone, speaker, and video cam functions
- Learning how to exchange documents if needed
- Figuring out how to use the mute and camera off buttons
- Familiarizing yourself with the platform to readily navigate the tech specs when needed
You must test everything out before the appointed deposition time. This ensures you can see and hear everyone clearly. Don’t be afraid to ask your court reporting Fort Lauderdale services for help if you need it. This is their field of expertise so that they can give you the necessary input.
- Confirm Background and Lighting Details
Once you’ve acquainted yourself with the video-deposition platform and understand the most important functions, you can fix other details. Take it as a chance to confirm your background and lighting. For best results, you can do the following:
- Reduce the background clutter
- Minimize bright lights behind you for a clearer picture
- Point more light towards your faces
- Purchase a cheap background screen used by professional videographers
Avoid Unnecessary Distractions
Your deposition and other legal proceedings can safely commence from anywhere with the aid of the right internet connection and camera-enabled device. Our court reporting Fort Lauderdale team recommends minimizing all distractions. It would help to close the following applications:
- Instant messaging
- Web browsers
- Microsoft Word
- News alerts
Closing all unrelated programs will help you focus. On top of that, this will ensure you don’t inadvertently share your outlines, emails, or other sensitive info with everyone present. Our team has seen this happen many times. So don’t be part of the regretful bunch.
Provide Preliminary Guidelines for All
At the onset, you must brief the deponent and everyone present about the rules. Discuss how you will handle objections if there are many lawyers present. It would be prudent to state the name to identify one’s self when objecting.
Make it a point to pace the line of questioning to give ample time for the deponent to give a complete answer. Encourage everyone else to wait patiently before asking any other follow-up questions. There is a tendency to speak over one another in a virtual call. But with a good facilitator, the remote attendees can get their turn to speak and avoid cutting each other.
On top of that, you must also take the time to broach the issue of possible interference that’s beyond everyone’s control. It would help to ascertain the following details:
- State if anyone else is in the room.
- Inform the team if anyone else comes into the room during the duration of the proceedings.
- Let the team know if you are looking at another screen apart from the main one, like a notepad, cellphone, or even documents.
- Remember not to look at anything else while you are on the record unless otherwise instructed.
- You must answer all questions by yourself.
- Do not look to anyone for help to answer the questions.
- If you have trouble answering the question, let the facilitator know.
- Do not communicate with anyone else via email, text, chat, etc.
Get a Good Video Recorder
In general, most remote depositions are not automatically recorded. If you want it recorded from start to finish, you must tell your court reporting service in Fort Lauderdale ahead. In this way, they can prepare the necessary equipment.
You will find videos critical, especially if the deponent cannot make it to a future trial. The documentation will also help in case something unexpected happens during the deposition. And since you are using video to stream the deposition, your court reporting service should not charge a lot for this option.
When you keep these simple tips in mind, you can avoid the most common remote deposition pitfalls that many others commit. If you need help with anything, do not hesitate to give our Brickell Key team a call. We have a proven track record of excellence in this niche because of our team of certified court reporters who remain committed to doing an exemplary job.
